Lead Administrative Supervisor

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The Lead Administrative Supervisor oversees the daily administrative functions of the Primary Care practice caring for a diverse population. This role ensures seamless front‑end operations, supervises administrative staff, and upholds compliance with healthcare regulations. Collaborating closely with Providers and the Practice Manager, the supervisor implements policies that enhance patient satisfaction and operational efficiency. The supervisor is a role model for professionalism and customer service.

• Reviews all schedules in advance to assure appropriate booking per office guidelines.
• Schedules new patients and follow‑up appointments.
• Schedules urgent testing at the request of the provider.
• Answers the phones and directs care per office protocols.
• Copies medical records for requests.
• Coordinates the online fax functions.
• Scans medical documentation into patient EMR.
• Collects copayments and payments to apply to patient accounts and sets up payment plans.
• Obtains medical records prior to new patient appointments.
• Oversees daily front‑end clinic operations including front desk activities, patient and procedure scheduling, and duties of each provider’s clinical coordinator.
• Audits schedules and adjusts for seasonal changes in demand.
• Ensures compliance with healthcare regulations such as HIPAA and OSHA.
• Develops and implements administrative policies and procedures to improve efficiency and patient care quality.
• Assures thorough training and onboarding of all new administrative staff.
• Assists in recruiting, training, and supervising administrative staff.
• Coordinates staff schedules and processes time‑off requests.
• Collaborates with the Office Manager in conducting performance evaluations and providing ongoing staff development opportunities.
• Fosters a collaborative work environment that promotes team engagement and high performance.
• Routinely checks in with providers to assure office procedures are effective.
• Assists Office Manager when needed with bank deposits and processing invoices to Finance for final approval.
• Oversees efficient workflows to ensure reduced overtime.
• Addresses patient non‑clinical inquiries and resolves complaints to ensure a high level of patient satisfaction.
• Works with Office Manager to implement strategies to improve patient flow, reduce wait times, cancellations, and no‑shows.
• Works with Office Manager to ensure adequate personnel for patient telephone calls, patient appointments, and procedure scheduling.
• Coordinates with clinical staff to ensure seamless patient care delivery.
• Works with Office Manager and SoNE HEALTH Compliance Team to ensure all administrative processes comply with federal, state, and local healthcare regulations.
• Conducts regular audits to assess compliance and implements corrective actions as needed.
• Stays updated on changes in healthcare laws and regulations affecting practice operations.

Education & Experience

• High School Diploma or equivalent, Associate degree preferred.
• Minimum of 3–5 years of experience in medical office administration, preferably in a primary care setting.
• Proven experience in staff supervision and front‑end clinic operations management.
• Proven ability to work through complex health insurance related processes.

Skills

• Strong leadership and organizational skills.
• Excellent communication and interpersonal skills.
• Proficiency in electronic health records (EHR) systems and medical billing software.
• Knowledge of healthcare compliance regulations and quality assurance practices.

• Workdays typically Monday through Friday during standard business hours.
• Work is performed in a clinical office environment with frequent interaction with staff and patients.
• Performs other duties as assigned.

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

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